How to organise a company rowing regatta

A company rowing regatta needs more than boats and a start line. Set the date and venue first, then lock in the rowing club, boats, safety cover, permissions and insurance before opening registration. Once entries are coming in, build teams, collect dietary requirements and publish the race format early. The final week is about turning the plan into a safe running order: confirm officials and first aid, check the forecast, print race numbers and brief every participant.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Define the competition format
3 people
3
Check permits
2 people
4
Check insurance
5
Confirm the rowing club
2 people
6
Reserve boats
2 people
7
Reserve lifeboats
2 people
8
Book catering
2 people
9
Send invitations
2 people
10
Open the registration form
11
Approach sponsors
2 people
12
Order prizes
13
Process registrations
2 people
14
Collect dietary requirements
15
Assign teams
3 people
16
Create the starting lineup
2 people
17
Send participant information
2 people
18
Recruit volunteers
2 people
19
Confirm judges
20
Confirm the first aid team
21
Develop safety plan
3 people
22
Check the weather forecast
23
Create final participant list
2 people
24
Print race numbers
25
Print the match schedule
26
Sort prizes and medals
2 people
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Prepare catering
4 people
30
Check boats and oars
3 people
31
Inspect the site
2 people
32
Mark the start and finish area
4 people
33
Set out buoy line
4 people
34
Build party tents
4 people
35
Set up tables and chairs
4 people
36
Set up registration desk
2 people
37
Set up judges' table
2 people
38
Build the catering buffet
4 people
39
Connect the sound system
2 people
40
Prepare competition materials
2 people
41
Check safety equipment
3 people
42
Brief volunteers
3 people

Event

43
Register participants
4 people
44
Hand out race numbers
2 people
45
Serve coffee and tea
2 people
46
Give the safety briefing
3 people
47
Allocate boats
4 people
48
Lead the warm-up
2 people
49
Start first heat
5 people
50
Start the second heat
5 people
51
Start the third heat
5 people
52
Update interim results
2 people
53
Record finish results
3 people
54
Refill drinks
2 people
55
Serve snacks
3 people
56
Serve the buffet
4 people
57
Empty trash bins
2 people
58
Announce the winners
2 people
59
Present prizes
3 people
60
Provide music
61
Serve the last round
3 people
62
See participants off
2 people

Aftercare

63
Take in the mooring line
4 people
64
Turn off the sound system
2 people
65
Collect tableware
3 people
66
Catering breakdown
4 people
67
Clear tables and chairs
4 people
68
Take down party tents
4 people
69
Clean the grounds
4 people
70
Dispose of waste
2 people
71
Wash dishes
3 people
72
Clean the boats
3 people
73
Inventory materials
2 people
74
Return borrowed items
2 people
75
Store leftovers refrigerated
2 people
76
Hand over the venue
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Beer tablesqty 8
Chairsqty 80
Registration desk
Judges' table
Buffet tablesqty 4
Tableclothsqty 10

Sports equipment

Rowing boatsqty 8
Beltsqty 32
Spare paddlesqty 4
Bib numbersqty 40
Buoysqty 30
Buoy lineqty 400
Start flagsqty 2
Finish flagsqty 2
Stopwatchqty 4
Life boatsqty 2
Life jacketsqty 12
Competition bibsqty 40
Yoga and sports matsqty 12

Equipment

Portable speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 6
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Handheld megaphone
Walkie-talkiesqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Coffee spoonsqty 60
Serving spoonsqty 12
Pitcherqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 8
Serving tongsqty 8
Aluminum foilqty 2
Food storage containersqty 12

Decorations

Bannersqty 6
Company logo signsqty 12
Balloon bundlesqty 8
Directional signsqty 12
Prize table sign

Lighting

LED string lightsqty 6
LED lanternsqty 8

Cleaning

Waste binsqty 8
Litter pickersqty 2
Broom and dustpanqty 2
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Set the competition format before assigning teams. Decide how many crews can race in each heat, how long the course is and how many rounds the day can accommodate, then use those limits in the registration form.
Treat water safety as a separate workstream. Confirm lifeboats, life jackets, a first aid team and a written safety plan well before race day; do not leave cover arrangements until the final week.
Build the timetable around setup and changeovers, not just racing time. Allow time for registration, boat checks, crew briefings, launching, results and prize-giving, and print the match schedule once entries are final.
Close registration early enough to create balanced teams and a workable starting lineup. Send participant information with arrival time, clothing guidance, team allocation, race rules and the process for dietary requirements.
Prepare the site for both racing and waiting. Put the registration desk, judges’ table, catering area, tents, tables and chairs on the layout, and test the microphone, speakers, extension cords and power strips before guests arrive.

Frequently asked questions

How far in advance should I organise a company rowing regatta?: Start at least 12 weeks before the event. Use the first few weeks to secure the date, rowing club, boats, lifeboats, permissions, insurance and catering before opening registration.
How many boats do I need for a company rowing regatta?: The number depends on your race format and crew size. Calculate the number of crews racing at once, then add spare capacity for changeovers or a boat becoming unavailable; confirm the final requirement with the rowing club before invitations go out.
When should I send participant information?: Send the first practical information as soon as people register, then issue the final version 5 to 7 days before the regatta. Include arrival time, team, starting lineup, race format, clothing, safety instructions and any dietary arrangements.
What should I do if the weather forecast is poor?: Check the forecast 7 days before the event and again 24 hours beforehand. Agree in advance who can pause or cancel racing, how participants will be notified and what happens to catering and venue arrangements if conditions are unsafe.

Start this plan in Lizzt

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